1 Fees Miscellaneous Fees and Course Materials Fees February 14,

2 Topics of Discussion About the Miscellaneous and Course Materials Fee Advisory Committee Chancellor Approval of Fees Overview of Miscellaneous Fees Overview of Course Material Fees

3 Miscellaneous and Course Materials Fee Advisory Committee (MCMFAC) Membership includes representatives from: - Student Affairs Administration - Student Fee Advisory Committee (Chair and Vice Chair) - Academic Senate Committee on Planning and Budget - Academic Divisions - Registrar’s Office - Planning and Budget Office - Vice Provost and Dean of Undergraduate Education

4 Role of MCMFAC Establish procedures Review fee proposals Recommend fee approvals to Chancellor Establish procedures for handling the fee revenues, billing, refunds

5 Fee Approvals Chancellor has authority to set fees levels for: Miscellaneous User Fees Administrative Service Charges/Penalties Course Materials Fees Deposits  Departments may not assess and collect fees that have not been approved by the Chancellor

6 Miscellaneous Fees

7 Definition of campus Miscellaneous Fees  Miscellaneous Fees: Administrative service charges, deposits, and fines that are charged to individual users to cover the costs of breakage charges, replacement fees (lost equipment), health center fees, late filing of study list fees, library fees, improper check- out fines, physical education equipment fees, access fees, rental of facilities fees, transcript fees, etc.

8 MISCELLANEOUS FEES _ are not fees that are required for students to secure a degree or as a condition of enrollment in academic programs _ are not fees that are voted for by student referendum and are considered mandatory and “tuition” _ are not Course Material Fees which are charged to students to recover the costs of materials, supplies, equipment and support services not covered by the normal instructional budget

9 Criteria for Miscellaneous Fees Reasonableness between fee and purpose Services are necessary and not funded by any other source Justification is to defray the cost of the service or prohibit abuse Quality of the service is adversely impacted by increased enrollment

10 Included in Miscellaneous Fees Salaries & benefits for providing the service Supplies/services related to service Leased equipment Equipment depreciation Administrative costs Repairs and maintenance of equipment

11 Not Included in Miscellaneous Fees Purchase cost of equipment Housing/personal expense Interest or fund raising expense Memberships in civic or social orgs Contingency reserves Alumni activities Entertainment Donations, contributions Advertising, publications Legal costs

12 Miscellaneous Fee Submittals Attachment 1 – General Information Attachment 2 – Financial Statement Attachment 3 – Miscellaneous Fee Calculation Attachment 4 – Salary/Benefit Schedule Attachment 5 – Depreciation Schedule

13 Review Process Miscellaneous Fee proposal submitted by division to MCMFAC April 1, 2008 MCMFAC reviews proposals during April 2008 Approved – forwarded to Labor Relations and to the Chancellor for approval April/May 2008 Unit notified by May 30, 2008 New fee implemented July 1, 2008 Not approved – division may appeal decision with Chancellor

14 Steps After Approval (Miscellaneous Fees) Division sets up new fund number (General Accounting – Rob Jarvis ) Division establishes permanent budget if volume is significant (For new organization code number call Planning and Budget – Alice Burke ) Division communicates to constituencies new/increased fee Planning and Budget establishes “Official List” of campus miscellaneous fees on website

15 Other MF Issues Fee limits (existing fees, cost per customer, relationship of fee and purpose) Fee revenues retained in designated FOAPAL Fee revenues applied only to costs associated with fee Year-end balances must be retained in FOAPAL (fees adjusted to compensate for surplus/deficits) Reserves – equipment depreciation, future expenses

16 Course Materials Fees

17 Course Materials Fees Definition of Course Materials Fees Fees charged to students to recover the costs of materials, supplies, equipment and support services not covered by the normal instructional budget.

18 Included in Course Materials Fees Materials or supplies consumed, retained or used by the student. Examples: Chemicals, gloves, biological specimens, artist’s media, photographic chemicals, reproduction costs for supplemental materials, providing live models for art classes.

19 Included in Course Materials Fees Costs associated with use of University-owned tools, musical equipment, etc. (If student is given ownership if purchased or extensive use if rented) Examples: Medical tools, musical instruments, video/audio equip., purchase of computer software if student retains ownership

20 Included in Course Materials Fees Cost of materials or services to provide a special supplemental educational experience of direct benefit to the student Examples: Travel costs for archeological digs, film rentals, Physical Education dance classes

21 Not Included in Course Material Fees  Salaries/benefits of support personnel  Maintenance, depreciation, replacement of instructional equip  Reproduction of copyrighted materials for course readers or audio or video collections  Course syllabi  Software license costs  Other items: see misc. fees

22 Not Included Specific to UCSC Costs that should be borne by the division as costs related to instruction:  Divisional computer upgrades  Computer software or licenses that enhance divisional property  Equipment used to enhance the division  Honoraria, including the cost for guest lecturers as part of a course  Expenses that support faculty or staff when a course is offered off-campus, such as airfare, other transportation, or food and lodging

23 Criteria for Course Materials Fees Only needed in exceptional situations. (In general, state funds are expected to cover normal instructional costs) Maximum fee should not exceed average textbook cost (except where equipment is purchased) Course Material Fees should be included in financial aid student budgets Fees are mandatory for all students in the course Assessed by campus’ student billing system

24 Course Materials Fee Submittals Attachment 1 – Assumptions Attachment 2 – Course Materials Fee Calculation Attachment 3 - Report on actual income and expenditures of Course Material Fee

25 Review Process Course Material Fee proposal submitted by division to MCMFAC (February 27, 2008) MCMFAC reviews proposals (fee limit and purpose of fee consideration given first and foremost to students) March 2008 Recommendation forwarded to the Chancellor for approval – March 2008 Registrar’s Office notified of approved Course Material Fees – March 30, 2008 Not approved – division may appeal decision with Chancellor

26 Steps After Approval (Course Materials Fee) Planning and Budget establishes “Official List” of campus Course Material Fees on website (confirms with Division/Registrar) Department notifies Registrar to include in quarterly Schedule of Classes and Campus Catalog (Making sure nomenclature matches) Department notifies Registrar to enter Course Materials Fee charges to students in the AIS system Department contacts Accounts Receivable for procedures for billing adjustments and collections

27 Steps After Approval (Course Materials Fee) Department contacts General Accounting for distribution and reconciliation of CMF income Permanent budget FOAPAL established (contact Rob Jarvis in Accounting for student fee fund number and Alice Burke in P&B for organization code )

28 Other CM Issues Be sure to look at existing fees (existing fees, cost per student, relationship of fee and purpose) Fee revenues retained in designated FOAPAL Fee revenues applied only to costs associated with fee Year-end balances must be retained in FOAPAL (fees adjusted to compensate for surplus/deficits) Fee waivers may be granted as an exception. (Each division must specify appeal process in CMF proposal)